Voice for Teams Sync

When your Microsoft Teams and 8x8 PBX services are configured, you can perform a user sync between these services. Depending on your preference, you can choose one of the following options to sync your account:

  • Auto Sync: Used to perform an automated sync by granting 8x8 access to your Microsoft 365 tenant.
  • Manual Sync: Used to manually initiate a full Teams sync.

Auto Sync

Customers using 8x8 Voice for Microsoft Teams can enable Auto Sync to allow 8x8 to access their Microsoft 365 tenant to sync the system automatically. When enabled, changes made within the 8x8 Voice for Microsoft Teams admin portal and 8x8 Admin Console will trigger an auto sync.

The main benefits of enabling Auto Sync are:

  • Eliminates the need for frequent manual syncs by admins.
  • Reduces administrative workload.
  • Increases efficiency.
  • Keeps the system up-to-date at all times.
  • Minimizes troubleshooting delays caused by sync errors.

With Auto Sync enabled, admins can still initiate a manual sync if required.

Note: With Auto Sync enabled, changes made only to your Microsoft tenant and not within the 8x8 Admin Console will still require you to run a manual sync by clicking Sync Now in the 8x8 Voice for Microsoft Teams admin portal. However, any changes made within the 8x8 Admin Console will automatically trigger a Microsoft sync.

Set up Auto Sync

To enable Auto Sync, you must authenticate using your Microsoft 365 account with Global Admin rights and grant 8x8 access to your Microsoft 365 tenant to perform an automated sync.

Note: Your Microsoft 365 credentials are not stored or used by 8x8; they only generate a long-lived token that allows 8x8 to act on your behalf and trigger a sync whenever the system detects that a user is changed/added/removed in the portal or via API. 8x8 only stores the provided consent required to initiate the sync.

To set up Auto Sync:

  1. Log into the 8x8 Voice for Microsoft Teams admin portal at: https://admin.msteams.8x8.com
  2. Navigate to the Services tab.
  3. Select the Teams tab.
  4. Toggle on Next Gen Teams Sync.
  5. Click Save. The Auto Sync option displays on the page.
  6. Toggle on Auto Sync. The Microsoft Authentication Required dialog displays.
  7. Click Proceed to allow 8x8 to sync with your Microsoft Teams tenant automatically.
  8. When prompted, sign in with your Microsoft 365 Global Admin account.

    9. Note: Your Microsoft 365 credentials are not stored or used by 8x8.

  9. Click Accept to agree to the terms and conditions.
  10. Click the Save button located at the bottom right of the Services > Teams tab page.
  11. You are prompted to run a one-time manual provisioning sync. Click Sync Now- Changes Queued to start the manual sync process.
  12. A banner displays notifying you when the service is saved successfully.
  13. Click Sync Now from the upper right side of the page.
    After the manual sync is completed, the sync will be performed automatically without the need for reauthorization.

    Note: With Auto Sync enabled, admins can still initiate a manual if required.

Auto Sync vs Manual Sync

 

Auto Sync Manual Sync
Auto Sync is performed whenever a change ( i.e. a user is changed/added/removed in the 8x8 portal or via API) is detected on the system. Manual Sync is performed manually by the end-user admin. For more information, see Manual Sync.
Requires one-time authorization and doesn’t have any time limits. 8x8 only stores the provided consent; it doesn’t store any credentials. Requires authentication every time a sync is run. Authentication is obtained via a token that lasts 60 minutes.
Can provision users but can’t provision Resource accounts (Call Queues, Auto Attendants). Can provision users and all elements of Microsoft Direct Routing, including Resource Accounts, Call Queues, and Auto Attendants.

Manual Sync

Changes made within the Microsoft platform, such adding a new user or changes to existing users, are not automatically synced to the 8x8 Voice for Microsoft Teams admin portal. To sync your services, you must perform a manual sync. A manual sync can be performed without enabling either Next Gen Teams Sync or Auto Sync in the 8x8 Voice for Microsoft Teams admin portal.

Note: Even though the processes behind sync jobs are fully automated, sync jobs themselves are not automatically initiated.
You must manually initiate a Teams sync by clicking Sync Now under the following conditions:
- To complete your initial admin portal setup.
- One or more user's name or phone number has been changed in the Microsoft 365 service.
- One or more Voice for Teams users have been disabled or deleted in the Microsoft 365 service.
- The Sync Now button does not display a green check mark.

To perform a full 8x8/Teams user sync:

  1. Sign in to 8x8 Voice for Microsoft Teams admin portal as an administrator with the appropriate Microsoft credentials.

  2. Click Sync Now, which appears on both the Services and Users tabs.

    Depending on the state of your service, you might see a different status in the Sync Now button:

    clipboard_e4cb7e229f695abaaab6f23ad557fc613.png clipboard_e0a6d56478e2e78b7265a694c7f7dd19f.png

  3. Sign in with the appropriate credentials for Microsoft 365 service.

    Note: The credentials for Global Microsoft admin are not normally required to perform a sync after both services have already been successfully enabled in the 8x8 Voice for Microsoft Teams admin portal.

     

    The Sync Now button on the upper-right page changes and displays a Syncing notice.

    clipboard_e09af9b597bd3aaf213ce7bf9c5d9139b.png

    Once your now sync process has finished, the Sync Now button displays a green check mark.

    clipboard_e4cb7e229f695abaaab6f23ad557fc613.png

When a full 8x8/Teams user sync has been successfully completed, the Users page displays the assigned 8x8 user phone numbers.

Notes:
- Some elements of the configuration within Microsoft 365 services can be subject to delays as information propagates between different parts of the Microsoft system. This can vary from day to day, so we recommend that you aim to carry out these steps 72 hours prior to your go-live date to allow for this.
- If you receive an unexpected error at any step, we suggest waiting 24 hours and trying again before reporting a problem.

Sync Now options

The following Sync Now options are available in the 8x8 Voice for Teams admin portal:

To sync queued changes:

  • Click Sync Now on either the Services or the Users tab.

Note: The Sync Now button displays Sync Now - Changes Queued with a blue background whenever the admin portal detects that there are updates pending to be applied to the Microsoft 365 tenant. These updates should be applied as soon as possible.

To perform a Microsoft Teams sync:

  1. On the Services or Users tab, click the Sync Now dropdown arrow.

  2. Select the appropriate option to initiate the sync:

    • Manual Sync: This option initiates a manual Teams sync but will require you to add your Microsoft credentials to initiate the sync.
    • Teams: This option initiates a manual Teams sync but will use the security token created when the Auto Sync feature was enabled to initiate the sync.

To review the detailed sync job history on your service:

  1. On the Services or Users tab, click the Sync Now dropdown arrow.

  2. Click Show Sync History.

    The Sync Jobs page displays a list of both 8x8 PBX and Teams syncs that have been run.

  3. If the latest sync job doesn't display, you can choose to:

    • Refresh your browser page.

      OR

    • Click on the refresh icon clipboard_e919850bb073fcfb8bb7b0a013b29cc89.png beneath the Sync Now button.

      Note: If the Sync Jobs page doesn't display your company name instead of 8x8 PBX, this is because the default name was changed by the service administrator during the initial setup of the admin portal PBX service.

  4. To review details of a specific sync job, click the arrow clipboard_e34cbdde0e567287df772a0639ff0fcee.png on the left of the sync job to expand it. This is useful to identify issues that you might experience during individual or full sync processes.

    • Optional: On the upper-right side of the Output section, click Copy Job Output to copy the sync job output.

    • Optional: You can filter the list of sync jobs by the type of service, state of the sync job, or both. To apply the filter(s), just click on the dropdown arrows under the Service and/or State column(s) and select the desired options.

While running a sync job with the diagnostic option, the usual sync job information plus additional debug detail display. The sync jobs which have been run using the ALT+Shift diagnostic option display a bug icon clipboard_eeb54934aa8fcbb3f63f6d6bdb7466714.png in the Service column.

To perform a diagnostic sync:

  1. On the Services or Users tab, press and hold Alt + Shift and then: 

    • Click Sync Now to perform a simultaneously sync of both an 8x8 PBX and Teams .

      OR

    • Click the Sync Now dropdown arrow and choose the individual service whose sync you wish to perform.
  2. Enter the appropriate credentials for your 8x8 or Microsoft services to sign in.

  3. The Sync Now button displays Syncing along with a bug icon clipboard_eeb54934aa8fcbb3f63f6d6bdb7466714.png, but which is not spinning.

    Allow the sync to complete before performing any changes in the admin portal.

  4. When the sync is complete, on the Services or Users tab, click the Sync Now dropdown arrow, then click Show Sync History.

    • Optional: Click the refresh icon clipboard_e919850bb073fcfb8bb7b0a013b29cc89.png below the Sync Now button to update the Sync Jobs page.

  5. To review a diagnostic sync log, click the arrow clipboard_e34cbdde0e567287df772a0639ff0fcee.png on the left of the sync job to expand it. The Output section displays the generated output.

  6. Finally, review the sync debug output.

    • Optional: You can click Copy Debug Job Output on the upper-right of the Output section, to copy the debug output.